POSITION SUMMARY:

The Project Admin Specialist’s primarily role is to provide administrative support to the production operations during the life cycle of a project. This position is involved with production groups at all locations.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provide administrative support to the production operations group.
• Understand all company policies and procedures and ensure they are being followed by the production group.
• Assist project managers with bidding procedures including procurement of bidding documents to include bid bonds, bid forms and any required documentation for bid process. Coordinate with project manager delivery of documents.
• Use Surety software to procure bonding as required to include bid bonds, payment & performance bonds and specialty bonding as needed. Maintain records and bonding correspondence with Surety and upper management.
• Coordinate and maintain all aspects of insurance documentation to include insurances to customers and insurances from subcontractors. Work with company insurance representatives to obtain insurance documentation. Maintain insurance records and updated certificate documentation.
• Coordinate review of awarded contracts using Quick Base system to include forwarding of contract documents for review, procurement of bonds and insurance, coordination of any requested changes from either party, completion of additional contract forms, coordinate executing of contract according to company policy and distribution of final executed documents.
• Setup contract in accounting system
• Create purchase orders as directed by project managers and get the appropriate approvals according to company policies and procedures.
• Assist accounting with the resolution of differences between the purchase order, vendor invoice and packing slip and edit purchase orders when approved.
• Prepare monthly project billings and post to accounting system. Prepare any additional forms required by customers and general contractors. Ensure all billing requirements are met for each project according to the contract.
• Use of various project management systems to create and submit billings as required by the customer or general contractor.
• Provide assistance with project close out and completion of requested documentation.
• Coordinate completion of pre-qualification documentation for bidding, client applications and company profiles. Maintain information records and completed pre-qualifications for reference.
• Coordinate pre-qualification and set up of subcontractors to include subcontract agreements, subcontractor insurance and additional on-boarding documentation. Maintain and update subcontractor records.
• Provide set up and ongoing maintenance entry of service clearinghouses. Maintain log-in information and fee renewals.
• Coordinate application and renewal of licensing and certifications for applicable states and municipalities. Assist individual license holders in company with maintaining their licensing.
• Assists with audits and tax issues as needed.
• Identifies and implements best practices to streamline processes.
• Participates in month end close and reporting as directed.
• Provides backup for front desk admin position during breaks or absences as needed.
• Other duties and projects as assigned.

JOB SPECIFICATION:

Education/Experience: Associate’s Degree or equivalent from two-year college or technical school; or at least one year related experience and/or training; or an equivalent combination of education and experience.

Knowledge, Skills, and Abilities:

• Demonstrated ability to maintain high levels of confidentiality.
• Strong attention to detail and accuracy.
• Highly motivated and strong initiative for learning and quick implementation
• Ability to multi-task, prioritize, and manage time effectively in a fast paced, high volume environment
• Strong data entry skills.
• Proficient with speed and accuracy in the use of a computer keyboard, including the 10-key by touch.
• Good written and oral communication skills.
• Highly customer service oriented.
• Strong proficiency using MS Outlook, Word, and Excel.
• Demonstrated capability to interface and maintain effective relationships with all level of employees in a team-oriented environment.
• Other critical skills include planning & organizing; problem identification/resolution, multi-tasking, follow-through skills to bring tasks to closure in a timely manner, priority setting, and having a sense of urgency in accomplishing tasks in a timely manner.

Since 1906, Schwickert’s Tecta America has been serving commercial building owners and residential homeowners across the Midwest. With locations in Mankato, Minneapolis and Rochester, MN, Schwickert’s provides integrated products and services to the upper Midwest region in the areas of Design/Build, Mechanical Plumbing and Piping, Mechanical Heating/Ventilation/Air Conditioning/Refrigeration, Electrical, Roofing and Architectural Sheet Metal.

EEO/AA Employer/Vets/Disability